Consolidate pages from different teams spaces in public space

[Oliver Hilger]

Hi there,

we have the following challenge, maybe someone had similar experiences:

Goal: Have an overview of all product documentations in a single public space.

We have multiple team spaces with several product teams each. For each product there is a group of pages with all relevant internal and external information, such as

- one page summary (owner, contact details etc)

- documentation and files

- roadmap and planning

- FAQ

- internal notes and discussions

Now we need for the larger organisation a single overview of all applications of said products. Thinking of a list, where the user is linked to the corresponding application overview.

My approach would be:

1. in each space: have a template for the application overview

2. definition of permissions for internal and external access

3. have a public space with application and set up link to all applications

Anyone with a better idea? 
cheers

[Jayesh Raghuvanshi]

@Oliver Hilger 

Root cause: Product information lives in many spaces with inconsistent structure and no shared metadata/labels, so it can’t be auto-aggregated into a single public index safely for external audiences. Fix: Standardize a “Product overview” page with Content Properties + a common label per product, roll everything up with the Content Properties Report in a public Docs Hub, and expose externally via anonymous space access or per‑page public links as policy allows

Possible Solution or Workaorund

• Create a “Product overview” template that embeds the Content Properties macro with standardized keys (Owner, Contact, Status, Public link) and auto-applies a common label like product-overview
• Build a central index page using the Content Properties Report macro filtered by that label to list all products and their key fields with links to detail pages
• Choose exposure: enable anonymous access for the Docs Hub space for a fully public catalog, or publish only selected pages with public links for tighter control
• On Premium, add Confluence Automation rules to auto-label new overview pages and keep the index current with minimal manual effort

Reference KB articles

https://support.atlassian.com/confluence-cloud/docs/insert-the-page-properties-report-macro/

https://support.atlassian.com/confluence-cloud/docs/make-a-space-public/

https://support.atlassian.com/confluence-cloud/docs/share-content-externally-with-public-links/

https://www.atlassian.com/software/confluence/automation

Thanks
Jayesh R

[Christos Markoulatos]

Hey @Oliver Hilger  👋 welcome

Your plan makes sense, but there are a few easier and more scalable ways to do this that come in mind.

One simple option is to use labels. Add the same label (like product-overview) to all your application overview pages, then in your public space use the Content by Label macro. It will automatically pull a list of those pages, so you don’t have to manually update links. The downside is that it only shows links, not the full content.

If you want a structured table with details like owner, contact, and status, go with Page Properties + Page Properties Report. Each product page uses the Page Properties macro, and your public space uses the report macro to gather all that info dynamically.

For full content sync (not just links), the best solution is an app like Space Sync for Confluence. It can mirror entire pages or page trees across spaces, including attachments and macros, and keeps everything updated with one click. It’s paid, but it’s the most reliable for large setups.

Bonus tip: use templates with metadata and labels for consistency, and if you need publishing workflows or approvals, apps like Workflows for Confluence can help.

Links that might help:

• How to Sync Confluence Pages Without the Chaos
• Best Practices in Document Management
• Space Sync for Confluence

Hope this helps! 😊